When a quote is uploaded to Box, extract it with OCR and add it to Google Sheets

■Overview

Checking the details of quotes uploaded to Box and manually entering them into Google Sheets can become a major burden as the number of quotes increases. Manual work like this can also lead to human errors, such as data entry mistakes and missed checks. With this workflow, uploading a quote to Box triggers OCR to automatically read the file and add the information to Google Sheets, automating the entire process.

■Who This Template Is For

• Anyone who manually transfers information from quotes stored in Box to Google Sheets
• Anyone who wants to prevent human errors, such as data entry mistakes and missed checks, when entering quote data
• Anyone who wants to automate complex data entry tasks and focus on more important core work

■Benefits of Using This Template

• Because information is automatically added to Google Sheets when a quote is uploaded to Box, you can reduce the time spent manually transferring data.
• By eliminating manual data entry, you can prevent human errors such as transfer mistakes and missing fields, improving data accuracy.

■How the Flowbot Works

1. First, connect Box and Google Sheets to Yoom.
2. Next, select Box as the trigger and set the “When a file is uploaded to a folder” action.
3. Next, configure Box’s “Download a file” action as an operation and specify the file retrieved by the trigger.
4. Next, select the OCR feature as an operation and use the “Read text from an image or PDF” action to extract the contents of the downloaded file.
5. Finally, configure Google Sheets’ “Add a record” action as an operation to add the information extracted by OCR to the spreadsheet.

※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization Options

• In the Box trigger settings, specify the content ID of the folder you want to monitor.
• In the Box file download settings, you can specify the content ID of the file to download.
• In the OCR action settings, you can freely configure how to attach files, which fields to extract, the AI model to use, and the language.
• In the settings for adding records to Google Sheets, specify the spreadsheet ID, tab name, and table range, then configure the values for the records to add.

■Notes

• Connect both Box and Google Sheets to Yoom.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• AI operations for OCR and audio transcription are available only on the Team and Success plans. On the Free and Mini plans, operations in configured Flowbots that use these features will result in errors.
• Paid plans, such as the Team and Success plans, include a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise subject to plan restrictions.